OMB CIRCULAR A-133 SUPPLEMENTAL FINANCIAL REPORT

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1 Montgomery County Public Schools Rockville, Maryland OMB CIRCULAR A-133 SUPPLEMENTAL FINANCIAL REPORT Year Ended June 30, 2010

2 OMB Circular A-133 Supplemental Financial Report Table of Contents Year Ended June 30, 2010 Page Independent Auditor s Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards 1 Independent Auditor s Report on Compliance With Requirements That Could Have a Direct and Material Effect on Each Major Program and on Internal Control Over Compliance in Accordance With OMB Circular A Schedule of Expenditures of Federal Awards 6 Notes to Schedule of Expenditures of Federal Awards 11 Schedule of Findings and Questioned Costs 12 Schedule of Prior Year Findings 15

3 A1 Independent Auditor s Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards Board of Education of Montgomery County, Maryland Rockville, Maryland We have audited the financial statements of the governmental activities, the business-type activities, the aggregate discretely presented component unit, each major fund and the aggregate remaining fund information of Montgomery County Public Schools (MCPS) as of and for the year ended June 30, 2010 and the budgetary comparison for the general fund for the year ended June 30, 2010, and have issued our report thereon dated September 28, We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Internal Control Over Financial Reporting In planning and performing our audit, we considered MCPS internal control over financial reporting as a basis for designing our auditing procedures for the purpose of expressing our opinion on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the MCPS internal control over financial reporting. Accordingly, we do not express an opinion on the effectiveness of the MCPS internal control over financial reporting. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent or detect misstatements on a timely basis. A material weakness is a deficiency, or combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the entity's financial statements will not be prevented, or detected and corrected on a timely basis. Our consideration of internal control over financial reporting was for the limited purpose described in the first paragraph of this section and would not necessarily identify all deficiencies in internal control over financial reporting that might be deficiencies, significant deficiencies or material weaknesses. We did not identify any deficiencies in internal control over financial reporting that we consider to be material weaknesses, as defined above. 1 h

4 Compliance and Other Matters As part of obtaining reasonable assurance about whether MCPS financial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. This report is intended solely for the information and use of the audit committee, management, and federal awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties. a1 Baltimore, Maryland September 28,

5 A1 Independent Auditor s Report on Compliance With Requirements That Could Have a Direct and Material Effect on Each Major Program and on Internal Control Over Compliance in Accordance With OMB Circular A-133 Board of Education of Montgomery County, Maryland Rockville, Maryland Compliance We have audited the compliance of Montgomery County Public Schools (MCPS) with the types of compliance requirements described in the U.S. Office of Management and Budget (OMB) Circular A-133 Compliance Supplement that could have a direct and material effect on each of its major federal programs for the year ended June 30, MCPS major federal programs are identified in the summary of auditor s results section of the accompanying schedule of findings and questioned costs. Compliance with the requirements of laws, regulations, contracts, and grants applicable to each of its major federal programs is the responsibility of MCPS management. Our responsibility is to express an opinion on MCPS compliance based on our audit. We conducted our audit of compliance in accordance with auditing standards generally accepted in the United States of America; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations. Those standards and OMB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major federal program occurred. An audit includes examining, on a test basis, evidence about MCPS compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit does not provide a legal determination of MCPS compliance with those requirements. In our opinion, MCPS complied, in all material respects, with the requirements referred to above that could have a direct and material effect on each of its major federal programs for the year ended June 30, However, the results of our auditing procedures disclosed instances of noncompliance with the suspension and debarment requirement, which are required to be reported in accordance with OMB Circular A-133 and are described in the accompanying schedule of findings and questioned costs as item h

6 Internal Control Over Compliance The management of the MCPS is responsible for establishing and maintaining effective internal control over compliance with the requirements of laws, regulations, contracts, and grants applicable to federal programs. In planning and performing our audit, we considered the MCPS internal control over compliance with the requirements that could have a direct and material effect on a major federal program in order to determine our auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A-133, but not for the purpose of expressing an opinion on the effectiveness of internal control over compliance. Accordingly, we do not express an opinion on the effectiveness of the MCPS internal control over compliance. A deficiency in internal control over compliance exists when the design or operation of a control over compliance does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, noncompliance with a type of compliance requirement of a federal program on a timely basis. A material weakness in internal control over compliance is a deficiency, or combination of deficiencies, in internal control over compliance, such that there is a reasonable possibility that material noncompliance with a type of compliance requirement of a federal program will not be prevented, or detected and corrected, on a timely basis. Our consideration of internal control over compliance was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control over compliance that might be deficiencies, significant deficiencies, or material weaknesses. We did not identify any deficiencies in internal control over compliance that we consider to be material weaknesses, as defined above. However, we identified certain deficiencies in internal control over compliance that we consider to be significant deficiencies as described in the accompanying schedule of findings and questioned costs as items A significant deficiency in internal control over compliance is a deficiency, or combination of deficiencies, in internal control over compliance with a type of compliance requirement of a federal program that is less severe than a material weakness in internal control over compliance, yet important enough to merit attention by those charged with governance. Schedule of Expenditures of Federal Awards We have audited the financial statements of the governmental activities, the business-type activities, the aggregate discretely presented component unit, each major fund, and the aggregate remaining fund information of Montgomery County Public Schools (MCPS) as of and for the year ended June 30, 2010, and have issued our report thereon dated September 28, Our audit was performed for the purpose of forming our opinions on the financial statements that collectively comprise the MCPS basic financial statements. The accompanying schedule of expenditures of federal awards is presented for purposes of additional analysis as required by OMB Circular A-133 and is not a required part of the basic financial statements. Such information has been subjected to the auditing procedures applied in the audit of the basic 4

7 financial statements and, in our opinion, is fairly stated, in all material respects, in relation to the basic financial statements taken as a whole. MCPS response to the finding identified in our audit is described in the accompanying schedule of findings and questioned costs. We did not audit MCPS response and, accordingly, we express no opinion on the response. This report is intended solely for the information and use of the Audit Committee, the members of the Board of Education of Montgomery County, Maryland, management, and federal awarding agencies and pass-through entities, and is not intended to be and should not be used by anyone other than these specified parties. a1 Baltimore, Maryland December 10, 2010, except for our report on the Schedule of Expenditures of Federal Awards which is September 25,

8 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS Year Ended June 30, 2010 Pass-through MCPS CFDA Grantor Project Federal Federal Grantor/Pass-through/Program Number Number Number Expenditures Department of Agriculture Distributed through Maryland State Department of Education: Child Nutrition Cluster: School Breakfast Program food1 food1 $ 4,124,456 National School Lunch Program food2 food2 15,073,868 At Risk Supper Program food7 food7 128,452 Food Distribution food5 food5 2,426,383 Summer Food Service Program food3 food3 878,413 Total Child Nutrition Cluster 22,631,572 Child and Adult Care Food Program food4 food4 1,089,718 Child Nutrition Discretionary Grants - Recovery Act ,305 Fresh Fruit and Vegetable Program food6 food6 145,239 Total distributed through Maryland State Department of Education 23,938,834 Total Department of Agriculture 23,938,834 National Science Foundation Distributed through University of Maryland: National Science Foundation Act ,780 Total distributed through University of Maryland 45,780 Total National Science Foundation 45,780 Department of Education Distributed through Maryland State Department of Education: Special Education Cluster: Special Ed Cluster ,948 Special Ed Cluster ,761 Special Ed Cluster ,965 Special Ed Cluster ,960,717 Special Ed Cluster ,053 Special Ed Cluster ,591,325 Special Ed Cluster ,753 Special Ed Cluster ,839 Special Ed Cluster ,358 Special Ed Cluster Special Ed Cluster ,961 Special Ed Cluster ,305 Special Ed Cluster ,987 Special Ed Cluster ,331 Special Ed Cluster ,299 Special Ed Cluster ,176 Special Ed Cluster ,757 Special Ed Cluster ,921 Special Ed Cluster ,926 Special Ed Cluster ,345 Special Ed Cluster ,134 Special Ed Cluster Special Ed Cluster ,880 Special Ed Cluster ,249 6

9 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS Year Ended June 30, 2010 (Continued) Pass-through MCPS CFDA Grantor Project Federal Federal Grantor/Pass-through/Program Number Number Number Expenditures Department of Education (Continued) Distributed through Maryland State Department of Education (Continued): Special Ed Cluster $ 44,860 Special Ed Cluster ,929 Special Ed Cluster ,648 Special Ed Cluster ,392 Special Ed Cluster ,889 Special Ed Cluster ,075 Special Ed Cluster ,015 Special Ed Cluster ,699 Special Ed Cluster ,745 Special Ed Cluster ,837 Special Ed Cluster ,887 Special Ed Cluster ,641 Special Ed Cluster ,659 Special Ed Cluster - Recovery Act ,666,966 Special Ed Cluster - Recovery Act ,229,628 Special Ed Cluster - Recovery Act ,094 Special Ed Cluster - Recovery Act ,230 Special Ed Cluster - Recovery Act ,976 Total Special Ed Cluster 44,203,777 Title I, Part A Cluster: Title I, Part A Cluster ,747 Title I, Part A Cluster ,278 Title I, Part A Cluster ,524,878 Title I, Part A Cluster ,000 Title I, Part A Cluster Title I, Part A Cluster ,218,087 Title I, Part A Cluster ,986 Title I, Part A Cluster - Recovery Act ,895,562 Title I, Part A Cluster - Recovery Act ,759 Total Title I, Part A Cluster 25,911,230 Education of Homeless Children and Youth Cluster: Education of Homeless Children and Youth Cluster ,754 Education of Homeless Children and Youth Cluster ,501 Education of Homeless Children and Youth Cluster - Recovery Act ,540 Total Education of Homeless Children and Youth Cluster 79,795 7

10 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS Year Ended June 30, 2010 (Continued) Pass-through MCPS CFDA Grantor Project Federal Federal Grantor/Pass-through/Program Number Number Number Expenditures Department of Education (Continued) Distributed through Maryland State Department of Education (Continued): Educational Technology State Grants Cluster: Educational Technology State Grants Cluster $ 105,250 Educational Technology State Grants Cluster ,627 Educational Technology State Grants Cluster ,787 Educational Technology State Grants Cluster ,024 Educational Technology State Grants Cluster ,780 Educational Technology State Grants Cluster ,682 Educational Technology State Grants Cluster ,168 Educational Technology State Grants Cluster ,525 Total Educational Technology State Grants Cluster 1,276,843 State Fiscal Stabilization Fund Cluster: State Fiscal Stabilization Fund Cluster - Recovery Act ,844,286 Vocational Education Vocational Education ,812 Vocational Education ,602 Vocational Education ,272 Vocational Education ,099 Vocational Education ,904 Vocational Education ,015 Vocational Education ,000 Vocational Education ,885 Vocational Education ,750 Vocational Education ,850 Vocational Education ,502 Total Vocational Education 1,056,691 Safe and Drug-Free Schools ,127 Safe and Drug-Free Schools ,090 Total Safe and Drug-Free Schools 417,217 Tech Prep Education ,970 Twenty-First Century Community Learning Centers ,336 Twenty-First Century Community Learning Centers ,644 Total Twenty-First Century Community Learning Centers 324,980 Innovative Programs ,821 Advanced Placement Program n/a 23,848 Reading First ,151 Reading First ,029 Total Reading First 921,180 English Language Acquisition ,134,744 English Language Acquisition ,301 English Language Acquisition / ,196 English Language Acquisition ,040 Total English Language Acquisition 3,208,281 8

11 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS Year Ended June 30, 2010 (Continued) Pass-through MCPS CFDA Grantor Project Federal Federal Grantor/Pass-through/Program Number Number Number Expenditures Department of Education (Continued) Distributed through Maryland State Department of Education: Improving Teacher Quality $ 442,420 Improving Teacher Quality ,596,158 Improving Teacher Quality ,520 Total Improving Teacher Quality 4,118,098 Learn and Serve America ,328 Learn and Serve America ,000 Learn and Serve America ,578 Total Learn and Serve America 27,906 Total Distributed through Maryland State Department of Education 109,641,923 Direct Payments: Impact Aid Cluster pl874 pl ,218 Indian Education S060A ,802 Indian Education S060A ,949 Safe and Drug-Free Schools Q184B ,419 Fund for the Improvement of Education U215K ,109 Fund for the Improvement of Education U215K ,000 Fund for the Improvement of Education U215X ,872 Fund for the Improvement of Education V215L ,174 Fund for the Improvement of Education V215L ,095 Fund for the Improvement of Education V215L ,767 Total Direct Payments 1,560,405 Total Department of Education 111,202,328 Department of Health and Human Services Distributed through Montgomery County, Maryland: Special Ed Cluster ,526 Early Intervention Services Cluster ,233 Early Intervention Services Cluster - Recovery Act ,391 Head Start Cluster ,316,506 Head Start Cluster ,823 Head Start Cluster - Recovery Act ,715 Total distributed through Montgomery County, Maryland 4,092,194 Total Department of Health and Human Services 4,092,194 Environmental Protection Agency Direct Payment: National Clean Diesel Emissions Reduction Program ,501 Distributed through Maryland Department of the Environment: State Clean Diesel Grant Program - Recovery Act ,728 Total Environmental Protection Agency 785,229 9

12 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS Year Ended June 30, 2010 (Continued) Pass-through MCPS CFDA Grantor Project Federal Federal Grantor/Pass-through/Program Number Number Number Expenditures National Security Agency Direct Payments: Mathematical Sciences Grants Program $ 1,477 Mathematical Sciences Grants Program ,398 Total National Security Agency 29,875 Grand Total Expenditures of Federal Awards $ 140,094,240 10

13 NOTES TO SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS For the Year Ended June 30, Summary of Significant Accounting Policies The Schedule of Expenditures of Federal Awards (the Schedule) relates only to federal programs administered by Montgomery County Public Schools (MCPS). It should be read in conjunction with MCPS basic financial statements and the accompanying notes. The federal programs are subject to the accounting policies and procedures of MCPS, which conform to accounting principles generally accepted in the United States for governmental entities. The federal grant programs account for the expenditure of funds by MCPS in the General and Enterprise funds. Expenditures represent direct costs of operating programs, principally personnel and fringe benefit costs. Expenditures of grant funds are made for the purposes specified by the grantor, which include certain restrictions. The grantor may ultimately disallow certain expenditures which MCPS has charged to grant funds. In the event of final disallowance, the funds will be reimbursed to the federal government by MCPS. The federal share of the Enterprise funds is commingled with state and local funding, as well as revenues provided from user charges. Expenditures are assumed to be paid first from the federal revenues for purposes of the Schedule. Commodities received from the U.S. Department of Agriculture are valued at fair market value and recorded as expenditures when used. During the fiscal year ended June 30, 2010, the fair market value of commodities consumed was $2,426,383. MCPS provided $352,278 to subrecipients from federal awards distributed through the Maryland State Department of Education; and $1,089,718 for the Child and Adult Care Food Program. 2. Reconciliation of Federal Expenditures Federal expenditures in the MCPS Comprehensive Annual Financial Report (CAFR) reconcile to the Schedule of Expenditures of Federal Awards as follows: General fund federal expenditures $ 125,610,476 Enterprise funds federal expenditures 23,866,529 Total federal expenditures per the CAFR 149,477,005 Plus: Advanced Placement Test Free Program 23,848 Child Nutrition Discretionary Grants - Recovery Act 72,305 Less: Medical assistance funds not included on the Schedule (4,873,505) Medicare Part D (4,605,413) Total federal expenditures per the Schedule $ 140,094,240 This information is an integral part of the accompanying schedule. 11

14 SCHEDULE OF FINDINGS AND QUESTIONED COSTS For the Year Ended June 30, 2010 Part I Summary of Auditor s Results Financial Statement Section Type of auditor s report issued: Unqualified Internal control over financial reporting: Material weakness(es) identified? Significant Deficiency (ies) identified not considered to be material weaknesses? Noncompliance material to financial statements noted? Yes No X X X Federal Awards Section Material weakness(es) identified? Significant Deficiency(ies) identified not considered to be material weaknesses? Yes X No X Type of auditor s report on compliance for major programs: Unqualified Any audit findings disclosed that are required to be reported in accordance with Circular A-133 (section.510(a)? Identification of major programs: CFDA Number(s) , 555, 559, 579, , 173, 391, , 389 Name of Federal Program or Cluster Child Nutrition Cluster Special Education Cluster Title I State Fiscal Stabilization Fund , 708 Head Start Yes X No Dollar threshold used to determine Type A programs: $3,000,000 Yes No Auditee qualified as low-risk auditee? X 12

15 SCHEDULE OF FINDINGS AND QUESTIONED COSTS For the Year Ended June 30, 2010 Part II Financial Statement Findings Section This section identifies the significant deficiencies, material weaknesses, and instances of noncompliance related to the financial statements that are required to be reported in accordance with Chapter 5.18 of Government Auditing Standards. There were no findings identified during the audit for the year ended June 30, Part III Federal Award Findings and Questioned Costs Section Lack of adequate suspension and debarment procedures (Internal control and compliance) Federal Program: Child Nutrition Cluster: CFDA #: , 555, 559, 579, 582 All Programs subject to suspension and debarment requirements. Condition: Criteria: Cause: Effect: The Board did not maintain adequate documentation to support vendor s suspension and debarment status. Non-Federal entities are prohibited from contracting with or making subawards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred. Covered transactions include those procurement contracts for goods and services awarded under a nonprocurement transaction (e.g., grant or cooperative agreement) that are expected to equal or exceed $25,000 or meet certain other specified criteria. When a non-federal entity enters into a covered transaction with an entity at a lower tier, the non-federal entity must verify that the entity is not suspended or debarred or otherwise excluded. This verification may be accomplished by checking the Excluded Parties List System (EPLS) maintained by the General Services Administration (GSA), collecting a certification from the entity, or adding a clause or condition to the covered transaction with that entity (2 CFR section ). The Board s current suspension and debarment procedures met the minimum requirements under OMB Circular A102; however the Board s oversight agency, Maryland State Department of Education (MSDE), required the Board to have a certification statement in lieu of the current procedures. The Board was not in compliance with suspension and debarment requirements. 13

16 SCHEDULE OF FINDINGS AND QUESTIONED COSTS For the Year Ended June 30, 2010 Context: Questioned Costs: Recommendation: Management Response: 7 out of 7 vendors tested did not have adequate documentation to support the vendor s suspension and debarment status. None noted. None of the vendors were suspended or debarred via the Excluded Parties List System (EPLS) The Board should incorporate MSDE s suspension and debarment documentation requirements. The Board has adopted a policy and has implemented procedures that assure a vendor s suspension and debarment status is verified and documented during the procurement process. 14

17 SCHEDULE OF PRIOR YEAR FINDINGS For the Year Ended June 30, 2010 There were no prior year findings identified for the year ended June 30,